Job responsibilities
There are three main areas that the role will cover; IT, finance admin and patient administration. Duties can include but are not limited to, supporting with practice IT troubleshooting, maintaining the asset register and adding/removing users where necessary. Providing IT support to the whole practice, ensuring all issues are resolved or escalated in a timely manner and provide internal training, as necessary. Additionally, you will be providing support with regular financial tasks such as dealing with invoices, monitoring of the mailbox and banking private fees. Finally, your duties will be to support patient administration such as patient COVID/ Flu recalls and booking of appointments. Creating internal and external newsletters.
Generic Responsibilities
All staff at The Orchard Medical Centre have a duty to conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Induction Training
On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Deputy Practice Manager.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
Collaborative Working
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
Staff at The Orchard Medical Centre must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
Security
The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
Professional Conduct
At The Orchard Medical Centre staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.
Leave
All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take leave each year, and should be encouraged to take all of their leave entitlement.
Primary Responsibilities
The following are the core responsibilities of the IT & Administrator Assistant. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
a. Support with elements of finance on a regular basis
b. Support in effective troubleshooting of all practice IT infrastructure, including hardware, office systems, email, telephone, internet and clinical systems, minimising downtime
c. The provision of a local support service to all staff, resolving issues with IT systems and equipment
d. Support to ensure back-up and disaster recovery procedures are in place, effective and in date
e. To perform regular system checks to maximise performance
f. Support with provide training to all staff as required, ensuring the effective use of all systems
g. To deliver the IT related elements of the staff induction programme
h. Support the team in the effective use of searches, audits and recalls
i. Support the team in the use of the clinical system
j. Support with the liaison between the practice and external agencies, for the timely management of all faults
k. To ensure the practice website is current and reflects the objectives of the practice
l. To ensure all staff have the appropriate smart card access to the clinical system
m. The configuration of all staff email accounts
n. Support in the writing of all IT related policies and protocols
o. Accountable for IT areas listed in tasks
p. Supporting with patient COVID & Flu recalls and booking of appointments
q. Creating monthly internal and patient newsletters
r. Support with patient health promotional events
s. Support general administrative tasks within various teams
Secondary Responsibilities
In addition to the primary responsibilities, IT & Administrator Assistant may be requested to:
a. Partake in audit as directed by your line manager
b. Liaise with the CCG and other external stakeholders in relation to IT matters
